This article outlines the two primary workflows supported by the VendorPanel - a Unimarket Company's Advanced Contract Management (ACM) and Civica Authority integration plugin, which connects finance data with contract lifecycle management.

Prerequisites

This integration is available for organisations with both Advanced Contract Management (ACM) and Civica Authority. Users should contact their Account Manager to explore implementing this plugin.

Key Ideas (Supported Workflows)

The integration currently supports two key workflows:

1. Create or update contract in Civica: This workflow ensures a contract and standing order exist in the Civica Authority Contract Register and are integrated with a contract in ACM, matched on the contract number.

2. Retrieve contract spend : This tracks contract spend in ACM (Budget and Expenditure to Date) based on the sum of all Purchase Orders (POs) raised in Civica Authority P2P (or Online Requisitions) linked to the standing order.

Create or update contract in Civica (ACM to Civica Authority)

This workflow pushes data from ACM to Civica Authority.

• Automatic Creation: A contract and linked standing order are automatically created in Civica Authority when:

  • A new contract is created in ACM.

  • An existing contract’s price is updated in ACM (via a price variation or an extension with a dollar value).

  • There is no existing contract with the same contract number in Civica Authority.

• Automatic Update : Contract details in Civica Authority are automatically updated if the contract pre-exists in Civica. The details that can be updated are:

  • Total Contract Value

  • Start Date 

  • Creditor Business Number 

  • First 50 characters of the contract summary 

  • Contract Manager 

Retrieve contract spend (Civica Authority to ACM)

This workflow receives data from Civica Authority and sends it to ACM.

• Automatic Update: The Budget and Expenditure to Date fields on a contract in ACM are automatically updated.

  • This update is triggered daily via a scheduled event.

  • The values are based on the sum of Purchase Orders (POs) linked to the standing order in Civica Authority.

Fields & Values (Mapped Fields)

The following fields are mapped between Civica Authority and ACM (pending successful contract and standing order integration):

Limits & Notes

• For the Create or update contract in Civica workflow to be successful, the Contract Manager and Vendor on the contract in ACM must already exist in Civica Authority.